Job Scope

The Royal Society’s fundamental purpose is to recognise, promote, and support excellence in science and to encourage the development and use of science for the benefit of humanity. The Society has played a part in some of the most fundamental, significant, and life-changing discoveries in scientific history and Royal Society scientists continue to make outstanding contributions to science in many research areas. One of the three key priorities in the Society’s strategic programme is to support international scientific collaboration. This work is delivered across all areas of the Society’s work and ensuring the delivery of this strategy is a core function of the International Affairs team.

We are seeking an outstanding coordinator to provide a confidential, proactive and first-class service to the International Affairs team (up to 7 team members including 3 senior managers). . The coordinator will have experience of working in an office environment, a proven ability to work with people at all levels, organisational sensitivity and excellent time management and prioritisation.

The International Affairs (IA) team oversees the Society’s international work and delivers a busy, fast-paced and very demanding portfolio of work which encompasses all sections of the Society. These activities involve a very high volume of travel and events across the world and is led by senior managers with very busy diaries who travel frequently. It is therefore essential that the coordinator is self-motivated, diplomatic, flexible and has the ability to work with people at all levels, multi-task and meet deadlines.

Reports to: Head of International Affairs

Line manages: N/A

Location: 6-9 Carlton House Terrace, London, SW1Y 5AG

Hours: 35 hours per week

Pay Band: C

Salary: £29,376 per annum

Interviews to be held week commencing Monday 17 September.

Responsibilities

Administrative support: Direct responsibility for providing full administrative support to the International Affairs team, including diary management for senior managers across international time zones and associated administrative, travel, logistics and finance support (purchase orders, invoices and expenses, updating internal finance systems), in line with RS process and procedures.

Organising travel: Organising an extensive programme of international travel for the International Affairs team and Royal Society senior representatives. This includes booking flights, visa applications and letters of invitation, creating itineraries, online check-in, conference registration, accommodation and other transport, in line with Royal Society travel policy. Proactively troubleshooting when problems occur and offering options and possible solutions, liaising with other colleagues to ensure smooth coordination.

Committee meetings: Provide support to IA senior management in advance of and during relevant committee meetings, including but not limited to the International Programmes Advisory Group (IPAG) including scheduling, all arrangements for meetings including room booking and travel, collation and distribution of papers and minute-taking.

Team coordination: Act as IA team coordinator, including organising team meetings and an annual away day. This includes sending invitations, booking meeting rooms, proactively creating weekly agendas and planning a longer term forward programme making suggestions to improve processes. Liaise with team members and colleagues at all levels of seniority. Minute-taking, following up on action items and maintaining an action log, organising catering and facilitating internal communications. Coordination of corporate tasks and deadlines (soirée invitations, Fellows events diary, weekly updates to RS leadership, updating CRM database, Trustees report and Year Book updates). Supporting IA senior management by providing timely reminders and effectively triaging issues in their absence.

Events management: Support the delivery of IA events. This includes sending invitations, tracking responses, organising catering, booking rooms/venues, providing badges and name places, liaising with third parties and managing the logistics (including seating plans and timings) working with other teams as necessary. Organise visits from senior external visitors and overseas delegations with tact, diplomacy and sensitivity to different cultures, political contexts and protocol. The Coordinator will also work with diplomatic missions in the UK and in-country.

Briefings and reading material: Preparing or ensuring that briefing documents are prepared as required and ensuring that reading material/paperwork is provided in a timely manner ahead of relevant meetings/as and when required.

Correspondence/ first point of contact/filing: Act as the first point of contact for the IA team including telephone calls and international email inbox. Ensuring that any information shared is in accordance with the GDPR and representing the team in internal fora related to GDPR and data management. Inbox management for the team and IA senior management as required including organising folders, responding to emails and sending correspondence on their behalf. Maintaining strict confidentiality and discretion when dealing with all correspondence and discussions, appropriate and GDPR-compliant electronic and paper filing systems (including archiving older items). Maintaining a tidy and orderly office space.

Ad hoc projects: Undertaking and supporting other ad hoc sectional projects within the IA Team as required with minimal supervision, keeping colleagues and senior management informed. These may include: office moves, creating presentations, and coaching, mentoring and advising colleagues.